Administrative Specialist

Preferred Qualifications

Work experience within Kettering. Understanding of graphic design as associated with promotion of the school and events is highly desired. Knowledge of customer service principles; digital marketing; computers and related software applications; record keeping principles; filing principles and practices; digital era office procedures, methods, and equipment; English language, grammar, and punctuation.

Job Specific Required Qualifications

This position's role is to assist the deans by maintaining functionality, stability, and promotion of the School of Management and the Graduate School to foster success for the faculty, staff, students, of each school.

Must be able to manage a college office, coordinate the calendars of the deans, coordinate events, track a college budget, track expenditures, and manage interactions with administration, faculty, students, and the public. Must have some facility with Banner and Microsoft Office.

Skilled in: using a computer and related software applications; providing customer service; proofreading and editing documents; efficient utilization of modern office equipment; typing and data entry; maintaining records and files; refined communication and interpersonal skills; and must be able to interact with coworkers, supervisors, general public, etc.; sufficiently to exchange or convey information and receive work direction.

Understanding and commitment to Kettering University Values

a. RESPECT: for teamwork, honesty, encouragement, diversity partnerships with students.

b. INTEGRITY: including accountability, transparency and ethics.

c. CREATIVITY: fostering flexibility and innovation.

d. COLLABORATION: across disciplines and with all partners.

e. EXCELLENCE: in all we do.

Posting Information

Posting Number SP00428 Posting Date 06/05/2024 Closing Date Open Until Filled Yes Special Instructions to Applicants

Job Duties

Job Duties

Percent of total time 35 Duties

Operations and Stakeholder Relationship Management

• Assist and direct faculty, staff, students, prospective students, and guests via email, phone, or direct contact accordingly.

• Offer assistance and training to various colleagues as needed.

• Build relationships and manage interaction with administration, faculty, staff, and students in order to facilitate open and effective communication.

• Build capacity through participation in educational programs, current literature, in-service meetings, and workshops.

• Serve as an audience advocate

• Manage and order School/department supplies and equipment: general office supplies, books for faculty, obtain quotes.

• Manage the schedule and book adoptions in preparation for future terms.

Percent of total time 35 Duties

Coordination of School Information Systems

• Under the direction of the Deans, performs School and department accounting functions, including developing, tracking, and maintaining budgets, produce purchase requests, and execute budget reporting.

• Process and manage employee paperwork, including paperwork associated with employment of adjunct faculty.

• Maintain physical and digital office filing systems.

• Maintain confidentiality and discretion regarding business and files.

• Utilize Microsoft Word and Excel to generate and maintain reports and information.

• Utilize Banner, Blackboard, and Argos as appropriate to obtain and store information and assist the dean, faculty, and students for items such as course information, student overrides/waivers, and budget information.

• Drafts briefing documents for the Deans as well as correspondence and works on other communications projects.

• Recording secretary for weekly faculty meeting and serves as a recording secretary and operational support for various University functions, notably the Faculty Senate on a rotating basis.

• Maintain calendaring for the Deans.

• Develops and manages a database of contacts, initiatives and assignments.

• Assist in travel logistics for Deans, faculty, and guests: booking flights, hotels, event registration, rental car arrangements.

Percent of total time 10 Duties

Performs other duties as assigned or requested.

Percent of total time 20 Duties

Promotion of the School of Management and Graduate School

• Organize and facilitate School/department meetings, events, and campaigns.

• Raise awareness of School of Management and Graduate School initiatives.

• Assist in support of new School of Management and Graduate School ventures such as pre-college, international, undergraduate, and graduate program changes and creation as well as maintenance of business clubs and societies.

• Assist in coordination with high schools, community colleges, universities, and other stakeholders for student recruitment.